Configure Reports & Parent Letters

🔐 Account type(s) with default permissions to manage this: Administrator

💻 Tier(s) this is available for: Foundation, Essential, Pro

Ellevation's Reports, Parent Letters, and Listings experience lets you generate templated or custom documents that present the data you need about each student in a clear, concise PDF; some Listings can also be exported as a .CSV file. As an Administrator, configuring these settings once ensures every document your district generates is accurate, consistent, and ready to share.

ℹ️ Note

Reports are in the Report & Parent Letter Gallery or using the Select Student Report dropdown in Student Profiles.

As an Administrator, you can manage configurations across the following areas:

• Configurations that impact all Reports & Parent Letters:
  • Configure Default Time Periods  
  • Upload a District Logo
• Configurations that impact only Parent Letters:
  • Configure Multiple Measures of Proficiency
  • Configure Exit Criteria
  • Configure Exit and Graduation
  • Review the List of Services Offered
  • Review the List of Programs Offered
• Configurations that impact only Student Plan and Cumulative Folder Reports:
  • Configure Titles for the Student Plan and Cumulative Folder Report

Once you have configured these settings, you can also customize templates in the Report & Parent Letter Gallery by adding, removing, editing, and reordering select sections, then save your version and set it as a District Template for everyone in your district. To learn how, see Create and Manage Custom Parent Letter Templates or Create and Manage Custom Report Templates.

Configure Default Time Periods

ℹ️ Note

This configuration impacts all Reports, Parent Letters, and Listings.

The School Year Start, School Year End, and 2nd Semester Start dates determine the default time period for student information (other than test scores) included in most of Ellevation's Reports, Parent Letters, and Listings.

To learn how to edit date ranges for configurable sections, see Create and Manage Custom Report Templates or Create and Manage Custom Parent Letter Templates.

To update your School Year Start and End dates:

1. Navigate to Account Settings.
   1. Click the Admin menu icon in the top right corner of your screen.
   2. Select Account Settings. You will land on the General tab.
2. Update the School Year Start, Second Semester Start, and School Year End dates.
3. Click Save.

📝 School year date fields on the Account Settings General tab.

Upload a District Logo

ℹ️ Note

This configuration impacts only Parent Letters and new Reports.

You can upload a District Logo on the new Reports and Parent Letters configuration page to optionally add it to your custom or district templates. The logo appears next to the Report or Parent Letter title on the first page of each generated document.

📝 A district logo shown on a generated Parent Letter.

To upload a District Logo:

1. Navigate to the New Reports & Parent Letters configuration page.
   1. Go to the Admin menu icon at the top right of your screen.
   2. Click Ellevation Settings.
   3. Select Reports & Parent Letters - NEW.
2. Upload your District Logo.
   1. Click Upload File.
   2. Select your District Logo file from wherever it is saved on your computer.
      • Supported file types: png, jpg, gif.
      • Maximum dimensions are 1024x1024 or 1MB; minimum is 64x64.
   3. Click Open.
3. Click the blue Save button.

Once you have uploaded a District Logo, you can optionally include it by editing the Title section of any new Report or Parent Letter template. To learn how, see Create and Manage Custom Report Templates or Create and Manage Custom Parent Letter Templates.

ℹ️ Note

You can upload only one logo per district.

📝 The District Logo upload area on the Reports configuration page.

Configure Multiple Measures of Proficiency

ℹ️ Note

This configuration impacts only Parent Letters.

In addition to ELP assessment scores, your district may use other measures, such as teacher recommendations and classroom performance, to determine a student's placement in the EL program. Multiple Measures of Proficiency information populates the Program Placement: Continuation section of new Parent Letter templates.

📝 The Program Placement: Continuation section in a Parent Letter template.

To configure these measures:

1. Navigate to the New Reports & Parent Letters configuration page.
   1. Go to the Admin menu icon at the top right of your screen.
   2. Click Ellevation Settings.
   3. Select Reports & Parent Letters - NEW.
2. In the Multiple Measures of Proficiency section:
   • Select the checkbox next to each measure you use to determine whether students qualify to be served in the EL program.
   • You can also add up to two custom measures of proficiency that are unique to your district.
3. Click the blue Save button.

📝 The Multiple Measures of Proficiency configuration section.

Configure Exit Criteria

ℹ️ Note

This configuration impacts only Parent Letters.

You can include the criteria that students must meet to exit your district's EL program, such as ELP and standardized assessment scores. This data populates the Exit Criteria section of select new Parent Letter templates.

📝 The Exit Criteria section in a Parent Letter template.

To configure your district's Exit Criteria:

1. Navigate to the New Reports & Parent Letters configuration page.
   1. Go to the Admin menu icon at the top right of your screen.
   2. Click Ellevation Settings.
   3. Select Reports & Parent Letters - NEW.
2. In the Exit Criteria section:
   • Under Required Criteria Category, select a category from the dropdown list. These categories are translated in new Parent Letters.
   • Under Your District Criteria Standard, enter the standard for each selected category so that the details about how students' attainment is measured are accurate. This description is not translated and appears in new Parent Letters in English.
   • Add more Exit Criteria rows by clicking New Category, or remove rows by clicking the Delete icon at the far right.
3. Click the blue Save button.

📝 The Exit Criteria configuration section.

Configure Exit and Graduation

ℹ️ Note

This configuration impacts only Parent Letters. If your district receives Title III funding, you are required to notify families of exit and graduation rates in your Parent Notification Letters.

Keep this information up to date. If you have trouble finding it, check your state's Department of Education website, where many of these statistics are posted for accountability purposes. This information populates the Program Exit, Expected Graduation, and Monitoring sections of new Parent Letter templates, and it also appears in retired Parent Letters.

📝 The Exit and Graduation section in a Parent Letter template.

To configure your district's exit and graduation rates:

1. Navigate to the New Reports & Parent Letters configuration page.
   1. Go to the Admin menu icon at the top right of your screen.
   2. Click Ellevation Settings.
   3. Select Reports & Parent Letters - NEW.
2. In the Exit and Graduation section, follow the prompts to enter your district's exit and graduation data in the provided fields.
3. Click the blue Save button.

📝 The Exit and Graduation configuration section.

Review the List of Services Offered

ℹ️ Note

This configuration impacts only Parent Letters.

You can add a Programs & Services Offered section to your new Parent Letter templates. It is populated by the same list of services used for retired Parent Letters, so you may not need to make any changes. To confirm the list is accurate and up to date, see Configure EL Services.

Review the List of Programs Offered

ℹ️ Note

This configuration impacts only Parent Letters.

You can add a Programs & Services Offered section to your new Parent Letter templates. Some partners have configured Language Programs in the past, while others may be new to this.

• Partners in CA, IL, CT, and OR who have used legacy Ellevation programs may already have Language Programs configured. We recommend reviewing your configured Language Programs, deactivating any you no longer offer, and adding any new ones.
• Many partners will not have Language Programs configured in Ellevation. You can add them if you would like to include them in your letters, in addition to or instead of the list of services offered.
• The new translatable list of Programs Offered is not yet available to Texas districts using the legacy program model. See the article on TX Parent Letters for more details; those letters have Language Program information embedded.

To confirm the list of programs is accurate and up to date, see Configure Language Programs.

Configure Titles for the Student Plan and Cumulative Folder Report

ℹ️ Note

This configuration impacts only Student Plan and Cumulative Folder Reports.

You can customize the default names of all Student Plan and Cumulative Folder Reports. For the Student Plan and new Cumulative Folder Report templates in the Report & Parent Letter Gallery, these names populate the Title section of those two templates.

📝 The Title section of a report template.

To customize the titles:

1. Navigate to Account Settings.
   1. Click the Admin menu icon in the top right corner of your screen.
   2. Select Account Settings. You will land on the General tab.
2. Click the Reports tab.
3. Input custom text.
   • Add a custom name for the Student Plan in the input box next to ELL Student Plan.
   • Add a custom name for the Cumulative Folder Report in the input box next to Cumulative Folder Report.
4. Click Save.

📝 Report title fields on the Reports tab of Account Settings.